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Free Printable Move-In Checklist Templates [Word, PDF]

    Prior to a renter settling into their new rental home and beginning the process of unpacking their belongings, there is an additional essential document to address. While the rental agreement serves as a fundamental starting point, it is equally important for the tenant to allocate time for conducting a move-in inspection. This step involves examining the property thoroughly and documenting the current state and visual appearance of the space before occupying it.

    What is a Move-In Checklist?

    Move In Checklist
    Move In Checklist

    A move-in checklist is a comprehensive document used by tenants and landlords during the process of moving into a new rental property. The purpose of this checklist is to ensure that both parties are aware of the condition of the property before the tenant takes occupancy, and to establish a baseline for comparison when the tenant moves out.

    Move-In Checklist Templates

    Move-In Checklist Templates are pre-designed formats used by tenants or homeowners to systematically document and track the condition of a property during the move-in process. These templates provide a structured framework for inspecting and noting any existing damages, repairs needed, or missing items before occupying a new residence or rental property. Move-In Checklist Templates ensure consistency, accuracy, and protection for both tenants and landlords by establishing a clear record of the property’s condition at the beginning of the tenancy.

    Move-In Checklist Templates provide a structured and systematic approach to inspecting and documenting the condition of a property during the move-in process. By using these templates, tenants and landlords can establish a comprehensive and consistent record of the property’s condition, protecting both parties’ interests and minimizing disputes over damages or discrepancies during the tenancy. These templates facilitate a smooth move-in experience, promote transparency, and ensure that any necessary repairs or maintenance are addressed promptly. Move-In Checklist Templates serve as valuable tools in managing rental properties, maintaining accurate records, and establishing a fair and mutually beneficial landlord-tenant relationship.

    Why Do You Need a Move-In Checklist?

    A move-in checklist is essential for both tenants and landlords to ensure a smooth and transparent move-in process. Here are some reasons why a move-in checklist is necessary:

    Clear communication: The checklist helps establish clear communication between the tenant and landlord regarding the condition of the property, ensuring both parties are on the same page.

    Documentation of property condition: A move-in checklist provides a written record of the property’s condition at the time of move-in. This can be useful for resolving disputes or misunderstandings that may arise during the tenancy.

    Security deposit protection: The checklist helps protect the tenant’s security deposit by documenting pre-existing damages or issues. This makes it less likely that a tenant will be held responsible for damages they did not cause when they eventually move out.

    Maintenance and repair responsibilities: A move-in checklist helps clarify which maintenance or repair issues need to be addressed by the landlord before the tenant moves in, or which issues the tenant may be responsible for during their stay.

    Inventory tracking: For furnished properties, a move-in checklist helps keep track of the items provided by the landlord, ensuring that both parties are aware of the items that need to be returned in good condition at the end of the tenancy.

    Legal compliance: In some jurisdictions, a move-in checklist is required by law to protect the rights of both landlords and tenants.

    Reduced disputes: By having a detailed move-in checklist, both the tenant and the landlord reduce the chances of disputes arising during or at the end of the tenancy. The checklist serves as a reference for the condition of the property at the beginning of the rental period and can be used to settle disagreements fairly.

    Smooth move-out process: Having a move-in checklist makes the move-out process smoother, as both parties can compare the initial and final conditions of the property. This allows for a quicker assessment of whether any damages occurred during the tenancy and if any deductions need to be made from the security deposit.

    Establishing trust: A detailed move-in checklist demonstrates professionalism and transparency from the landlord, which can help establish trust and a positive relationship between the landlord and tenant.

    Financial planning: By identifying potential issues early on, tenants can better plan for any expenses related to repairs or maintenance for which they may be responsible during their tenancy. Landlords can also budget for repairs or maintenance that they need to address before the tenant moves in.

    Preventive maintenance: A thorough move-in inspection can help identify potential issues that may worsen over time, allowing the landlord to address them before they become more significant problems.

    In summary, a move-in checklist is an essential tool for both tenants and landlords. It ensures clear communication, protects the interests of both parties, and helps establish a positive relationship throughout the tenancy. By investing time in creating a detailed move-in checklist, both landlords and tenants can avoid misunderstandings and disputes, leading to a more pleasant rental experience for everyone involved.

    What is Included in a Move-In Checklist?

    A move-in checklist should cover various aspects of the property to ensure a thorough assessment of its condition at the time of move-in. Here are some common elements included in a move-in checklist:


    • Building structure (roof, gutters, walls, etc.)
    • Doors and windows
    • Porch, patio, or balcony
    • Walkways and driveways
    • Landscaping and yard


    • Walls, ceilings, and floors
    • Doors, door frames, and hinges
    • Windows, window sills, and screens
    • Lighting fixtures and switches
    • Outlets and power points
    • Smoke detectors and carbon monoxide detectors
    • HVAC system (heating, ventilation, and air conditioning)
    • Stairs, railings, and banisters
    • Closets, storage areas, and built-in shelving


    • Appliances (refrigerator, stove, oven, microwave, dishwasher, etc.)
    • Countertops and backsplash
    • Cabinets and drawers
    • Sink, faucet, and garbage disposal
    • Exhaust fan or range hood


    • Toilet
    • Sink and faucet
    • Shower or bathtub, including fixtures
    • Ventilation fan
    • Cabinets and storage
    • Mirrors and lighting

    Laundry/utility room:

    • Washer and dryer
    • Water heater
    • Utility sink
    • Storage and shelving

    Furnishings (if applicable):

    • Furniture items
    • Electronics and appliances
    • Linens and bedding
    • Kitchenware and utensils
    • Decorative items

    Utility readings:

    • Water meter
    • Electricity meter
    • Gas meter

    How to Fill Out a Move-In Checklist?

    Filling out a move-in checklist involves a systematic inspection of the rental property, noting the condition of various elements, and documenting any pre-existing damages or issues. Here is a step-by-step guide to help you fill out a move-in checklist:

    Step 1: Obtain a template or create your own

    Get a move-in checklist template, which can be found online or provided by the landlord, or create your own using the components mentioned in the previous answer. Ensure that the checklist is comprehensive and tailored to the specific property.

    Step 2: Schedule a walkthrough

    Coordinate with the landlord to schedule a joint walkthrough of the property before the move-in date. Both the tenant and the landlord should be present during the inspection to ensure a transparent process.

    Step 3: Conduct a thorough inspection

    Starting from the exterior of the property, move through each room and area, following the checklist and inspecting all the elements listed. Be thorough and methodical in your inspection, ensuring that no areas are overlooked.

    Step 4: Document the property’s condition

    As you inspect each element, note the condition on the checklist. If an item is in good condition, you can simply mark it as such. If you find damages or issues, describe them in detail, and, if necessary, take photographs or videos for visual reference.

    Step 5: Record utility readings

    Note the initial meter readings for utilities like water, electricity, and gas to ensure accurate billing during the tenancy.

    Step 6: Inventory check (if applicable)

    If the property is furnished or includes appliances or other items, make sure to inspect them and document their condition. This will help both parties track the items and their condition throughout the tenancy.

    Step 7: Review and sign the checklist

    Once the inspection is complete, review the move-in checklist with the landlord to ensure that all information is accurate and that both parties agree on the documented condition of the property. Both the tenant and the landlord should sign and date the checklist, indicating their agreement.

    Step 8: Retain a copy

    Each party should keep a copy of the signed move-in checklist for their records. This will be important for reference during the tenancy and at the time of move-out.

    Step 9: Address any necessary repairs or issues

    Based on the findings in the move-in checklist, the landlord should address any necessary repairs or issues before the tenant moves in or within an agreed-upon timeframe. Communicate openly to ensure a smooth transition.

    How Can I Document the State of the Rental Unit?

    When filling out the move-in checklist, there may be limited space to note the specific condition of each item in the rental property. To efficiently describe the state of various elements, you can use the following abbreviations:

    • G for Good
    • C for Clean
    • NA for Not Applicable
    • PT for Peeling or Tarnished
    • RR for Requires Replacement
    • DS for Dented or Stained
    • MR for Maintenance Required

    The tenant and landlord should communicate openly about these abbreviations and discuss the necessary repairs or replacements for any items in question. Signing the checklist after agreeing on the documented conditions will help to formalize the document and establish a mutual understanding between both parties.


    Are move-in/move-out checklists legally required?

    In some jurisdictions, move-in/move-out checklists are legally required to protect the rights of both landlords and tenants. Check your local laws and regulations to determine the specific requirements in your area.

    Who should fill out the move-in/move-out checklist?

    Both the tenant and the landlord should participate in filling out the move-in/move-out checklist. This ensures a transparent process and helps establish a mutual understanding of the property’s condition.

    When should the move-in/move-out checklists be completed?

    The move-in checklist should be completed before the tenant moves in, preferably during a joint walkthrough with the landlord. The move-out checklist should be completed at the end of the tenancy, again during a joint walkthrough.

    How should I document the condition of items in the checklist?

    Be as detailed as possible when describing the condition of items on the checklist. Use clear and concise terms, and consider using abbreviations like G (Good), C (Clean), NA (Not Applicable), etc. It’s also helpful to take photographs or videos of any pre-existing damages or issues for visual reference.

    Can a move-in/move-out checklist help protect my security deposit?

    Yes, a move-in/move-out checklist can help protect your security deposit by providing a clear record of the property’s condition at the start and end of the tenancy. This can help prevent disputes over damages and make it less likely that you’ll be held responsible for damages you did not cause.

    What if the landlord doesn’t provide a move-in/move-out checklist?

    If the landlord does not provide a checklist, consider creating your own or searching online for a template. Notify the landlord about your intention to complete a checklist and invite them to participate in the walkthrough process.

    Can I make changes or updates to the move-in checklist during the tenancy?

    If you discover an issue or damage after completing the move-in checklist, it’s best to notify the landlord as soon as possible. Depending on the situation, you may be able to update the checklist or simply document the issue in writing.

    What happens if the tenant and landlord disagree on the move-out checklist?

    If there is a disagreement about the move-out checklist, both parties should refer to the move-in checklist and any supporting documents, such as photographs or videos, to help resolve the dispute. If an agreement cannot be reached, consider mediation or legal action, depending on your local laws and regulations.

    Can the move-in/move-out checklist be used as evidence in a legal dispute?

    Yes, the move-in/move-out checklist can serve as evidence in a legal dispute. It provides a documented record of the property’s condition and can help support your case if there are disagreements over damages or the security deposit.

    How long should I keep the move-in/move-out checklists?

    Keep the move-in/move-out checklists for the entire duration of the tenancy and beyond until any potential disputes are resolved. It’s recommended to retain these records for a few years after the tenancy ends in case any issues arise later.

    Do I need a separate move-in/move-out checklist for each room in the property?

    No, you can use a single comprehensive checklist that covers all the rooms and areas of the property. However, ensure that the checklist is organized by room or section to make it easy to follow during the inspection.

    Can I use a digital move-in/move-out checklist?

    Yes, using a digital move-in/move-out checklist is acceptable and can make it easier to store, share, and access the document. Just ensure that both parties can review and sign the checklist digitally, and that it can be saved as a PDF or another easily accessible format.

    What if the property has multiple tenants?

    If the property has multiple tenants, it’s recommended that all tenants participate in the move-in/move-out process and sign the checklists. This ensures that everyone is aware of the property’s condition and is in agreement.

    Can a move-in/move-out checklist help prevent disputes between tenants and landlords?

    Yes, a move-in/move-out checklist can help prevent disputes by establishing a clear record of the property’s condition at the beginning and end of the tenancy. This transparency can help avoid misunderstandings and provide a basis for resolving issues that may arise.

    How detailed should the move-in/move-out checklists be?

    The move-in/move-out checklists should be as detailed as possible to accurately document the property’s condition. Include all relevant aspects of the property, such as walls, floors, ceilings, doors, windows, appliances, fixtures, and furnishings (if applicable). The more detailed the checklist, the better it will serve as a reference in case of disputes.

    How do I handle items that need repair or replacement after the move-in checklist is completed?

    If you discover issues or damages that were not noted on the move-in checklist, notify the landlord promptly. Depending on the issue and your rental agreement, the landlord may be responsible for addressing the repairs or replacements.

    What if the landlord refuses to address issues identified in the move-in checklist?

    If the landlord refuses to address issues identified in the move-in checklist, refer to your lease agreement and local laws to determine your rights and the landlord’s responsibilities. If necessary, consider mediation, legal action, or contacting local tenant advocacy organizations for support.

    How can I ensure the move-out process goes smoothly?

    To ensure a smooth move-out process, review the move-in checklist and address any damages or issues that occurred during your tenancy. Clean the property thoroughly and remove all personal belongings. Schedule a joint walkthrough with the landlord to complete the move-out checklist and discuss any concerns.

    Can I request a copy of the move-in/move-out checklists from my landlord?

    Yes, you have the right to request and retain a copy of the signed move-in/move-out checklists from your landlord. These documents are essential for reference throughout your tenancy and can help protect your rights in case of disputes.

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    Betina Jessen

    Betina Jessen

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